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Learn natural phrases for informal calls and polite workplace phone conversations, including requests, messages, and callbacks.
Vanessa teaches informal and formal phone conversations in English. She begins with a contrast: calling a friend or family member to chat is different from phoning a workplace or customer. Informal calls are less common now that people often text, but a simple call can still be useful. In her example, someone asks, “Hi, is this Daniel?” If the number is wrong, the other person can say, “You have the wrong number.” A brief “Oh, sorry. Thanks” and “No problem” finishes the exchange naturally.
For work calls, Vanessa recommends a more careful and polite style. A basic opening is “Hi, may I please speak with Daniel?” The person who answers can say “Speaking” and “How can I help you?” If the caller needs a department, the person answering may ask a filter question such as “May I ask what you’re calling about?” That question helps decide whether to transfer the call. If the manager is unavailable, the caller may hear “Would you like to leave a message?” and can ask “When would be a good time to call back?”
Vanessa highlights polite frames such as “May I…,” “Would you…,” and “Would you mind….” These help a request sound respectful, especially in a workplace or customer-service setting. She also models introducing yourself and explaining why you are calling: “Hi, this is Vanessa from the marketing department at Apple. I’m returning your call from earlier today.” The sample caller then thanks her for calling back. A deliberately silly reference to taking over the galaxy keeps the dialogue light, but the reusable opening remains straightforward and clear.
To practise, choose a likely phone situation. For a friend, keep the exchange brief and relaxed. For work, introduce yourself, state your request politely, and be ready to explain the reason for your call. If you miss something, ask the other person to repeat it. After listening, write a few notes and practise the opening aloud. Useful expressions from this lesson include “May I please speak with…,” “May I ask what you’re calling about?,” “leave a message,” and “I’m returning your call.” The goal is not to memorize every script, but to recognize the call’s purpose and choose a suitable level of formality.
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Select an expression for its meaning · 0:00
Vanessa introduces informal and formal phone conversations.
Hi, I'm Vanessa from Speak English with Vanessa. Today you'll learn how to have informal and formal conversations in English on the phone. Let's start with informal calls to a friend or family member, perhaps chatting about , or you .
Try it: Practise a phone-call sentence from this section in your own situation.
Phrase cheat sheet
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Showing 24 of 24 phrases
Vanessa introduces informal and formal phone conversations. · expression
Meet or spend time with someone.
Tone and use: Casual and friendly. Use it when making plans to meet socially.
May not fit: For a formal appointment, say meet or arrange a meeting.
Example“Would you like to get together for coffee this weekend?”
Vanessa introduces informal and formal phone conversations. · expression
Want to have a relaxed conversation without a specific task.
Tone and use: Informal and natural. Use it to explain that a call is simply for chatting.
May not fit: It may sound too casual when explaining a business call.
Example“I just wanted to talk and see how you’re doing.”
Texting is common, but informal calls can still be simple. · expression
Not happening as often in the present time.
Tone and use: Neutral and conversational. Use nowadays to compare current habits with the past.
May not fit: For formal writing, currently or these days may fit better.
Example“Long voicemail messages are less common nowadays.”
Texting is common, but informal calls can still be simple. · expression
Have a greater chance or tendency to do something.
Tone and use: Neutral and useful in speech and writing. Use be more likely to + verb when describing a common tendency.
May not fit: It describes probability, not certainty.
Example“People are more likely to text than leave a voicemail.”
A casual wrong-number call ends with a brief apology. · expression
A way to check whether you have reached a person by phone.
Tone and use: Neutral and direct. Use Is this + name? when confirming who answered.
May not fit: Avoid sharing sensitive information until you know who answered.
Example“Hi, is this Daniel? I’m calling about the meeting.”
A casual wrong-number call ends with a brief apology. · expression
A phone number that reaches someone other than the person you intended.
Tone and use: Neutral and common. Use have the wrong number to explain that a caller reached the wrong person.
May not fit: For privacy, do not reveal the intended person’s details to a stranger.
Example“Sorry, I think you have the wrong number.”
Work calls need clear, polite requests. · expression
A context where more careful or respectful language is expected.
Tone and use: Neutral and explanatory. Use it for workplace, customer, or official interactions.
May not fit: Formal does not mean cold; remain warm and clear.
Example“Use a more formal greeting when calling a new client.”
Work calls need clear, polite requests. · expression
Check or ensure that something is true or happens.
Tone and use: Neutral and practical. Use make sure + clause when emphasizing an important result.
May not fit: For formal writing, ensure that may be more concise.
Example“Please make sure that the customer has your number.”
Work calls need clear, polite requests. · expression
The precise meaning of your words.
Tone and use: Emphatic and clear. Use exactly to stress accuracy or lack of ambiguity.
May not fit: It can sound demanding if directed at someone without context.
Example“I want to explain exactly what I'm calling about.”
A formal call may begin with a request to speak to someone. · expression
A polite way to ask to talk to a specific person.
Tone and use: Formal and courteous. Use May I please speak with + name or role when calling an organization.
May not fit: In a casual call to a friend, this may sound overly formal.
Example“May I please speak with someone in billing?”
A formal call may begin with a request to speak to someone. · expression
A brief way to confirm that you are the person the caller asked for.
Tone and use: Neutral and professional. Use it to answer a phone request for you by name.
May not fit: If there may be confusion, say your name instead.
Example““May I speak with Alex?” “Speaking.””
A formal call may begin with a request to speak to someone. · expression
A polite offer to assist the caller.
Tone and use: Professional and welcoming. Use it when answering a work or service call.
May not fit: It may sound scripted among close friends.
Example“Thanks for calling. How can I help you?”
A filter question helps direct the call. · expression
Responds yes or agrees to the request.
Tone and use: Neutral and slightly formal. Use affirmatively to describe a positive response.
May not fit: In everyday speech, say answers yes.
Example“She answered affirmatively and transferred the call.”
A filter question helps direct the call. · expression
A question used to determine how to route or handle a request.
Tone and use: Workplace and service language. Use it when a receptionist needs to understand the reason for a call.
May not fit: Explain the term to a general audience; it is not a common casual phrase.
Example“The receptionist asked a filter question before transferring me.”
Three workplace responses: transfer, ask why, or offer a callback. · expression
A brief request to wait.
Tone and use: Polite and professional. Use it when you need a short time before continuing or transferring a call.
May not fit: If the wait may be long, give an estimate or offer a callback.
Example“Just one moment while I transfer you.”
Three workplace responses: transfer, ask why, or offer a callback. · expression
A polite question asking for the reason for the call.
Tone and use: Formal and courteous. Use it when screening or routing a work call.
May not fit: Do not demand private details that are not needed.
Example“May I ask what you're calling about so I can direct you?”
Three workplace responses: transfer, ask why, or offer a callback. · expression
Give information for the intended person to receive later.
Tone and use: Polite and standard for phone calls. Use it when the person you called is unavailable.
May not fit: Include your name and callback number if needed.
Example“Could I leave a message for the manager?”
Polite phrases soften requests and make calls clearer. · expression
A polite way to ask whether someone is willing to do something.
Tone and use: Courteous and indirect. Use Would you mind + verb ending in -ing for a polite request.
May not fit: Do not follow mind with the base verb; use “Would you mind waiting?”
Example“Would you mind sending me the address?”
Polite phrases soften requests and make calls clearer. · expression
Phone you again later.
Tone and use: Neutral and common. Use call + person + back for a return phone call.
May not fit: For a specific time, include when: I’ll call you back at three.
Example“Could you call me back after lunch?”
Returning a call starts with a clear introduction. · expression
I'm calling back in response to a call you made earlier.
Tone and use: Professional and clear. Use it to identify why you are calling someone back.
May not fit: If you initiated the earlier call, say I'm calling about instead.
Example“Hi, I'm returning your call from this morning.”
Returning a call starts with a clear introduction. · expression
I appreciate that you returned my call.
Tone and use: Polite and appreciative. Use it when someone responds to your earlier call.
May not fit: If they are returning a message for someone else, clarify who called.
Example“Thanks for calling me back so quickly.”
Returning a call starts with a clear introduction. · expression
Make brief written reminders.
Tone and use: Neutral and practical. Use it when preparing for a call or remembering key points.
May not fit: For a more formal document, say prepare notes.
Example“I wrote some notes before calling the supplier.”
Vanessa invites learners to practise and closes with a free-resource mention. · expression
Helpful or valuable for you.
Tone and use: Neutral and positive. Use it to describe how a resource may help someone.
May not fit: If you know the exact benefit, state it directly.
Example“I hope these examples are useful to you.”
Vanessa invites learners to practise and closes with a free-resource mention. · expression
With self-assurance and smoothly, without frequent pauses.
Tone and use: Positive and encouraging. Use it to describe a speaking goal or manner.
May not fit: Fluency does not mean speaking without any mistakes.
Example“She can now explain her ideas more confidently and fluently.”
Knowledge check
Use it in a sentence · “may I please speak with”